View Vacancy - Deputy Estates Manager B3 (13/17 NR) INTERNAL ONLY

The Deputy Estates Manager will join the BHC Joint Corporate Services Team providing administrative and financial support to the Estates Team. The duties will include managing a budget worth 40% of the overall Post budget allocation covering rent, utilities, security and property maintenance, preparation of reports and management information and liaising with various teams to profile and forecast spends on budget lines.

Roles and responsibilities:

Finance:

• Work in conjunction with the Estates Managers to forecast and profile spends on budget lines, monitor expenditure and ensure compliance with procurement audit procedures;  
• Coordinate bid preparation for the Medium Term Financial Planning exercise on rental budget, furnishings, maintenance, security and utilities budgets;
• Ensure timely reconciliations and payment of rents and utilities through preparation of requisitions or distribution sets for submission to the Global Transaction Processing Centre in Manila;

Senior Responsible Officer (SRO) for Pyramid, the Foreign Office property management system:

• Ensure that information captured in Pyramid is always up to date and accurate; ensure that returns for the Headquarters in London are completed on time;

Customer Service:

• Oversee the Estates team’s responses to enquiries and requests as assigned by the Customer Service Help Desk;
• Respond to general inquiries raised for the Estates Team through Estates’ mail boxes
• Facilitate good working relationships between Estates and suppliers ensuring that BHC retains a positive image as a client.

Procurement:

• Preparation of requisitions and receipting of goods and services in PRISM
• Coordinate purchases using a Government Procurement Card.

General

• Assisting the Estate Managers in their tasks as required

Resources managed:

2 Staff

THIS POSITION IS OPEN TO ONLY INTERNAL CANDIDATES

The successful candidate should have:

• A degree in a relevant subject and/or a relevant professional qualification;
• A minimum of 3 years experience in a similar role;
• Extensive experience of developing good working relationships with key stakeholders at all levels;
• Excellent IT skills as well as good oral and written communication skills;
• Attention to detail and initiative;
• Good customer service skills coupled with an ability to handle difficult customers.